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Oregon State Bar Bulletin APRIL 2006
Managing Your Practice
Tips, Tools, and Traps:
Discipline Home Better productivity through technology
By Beverly Michaelis
Lawyers and legal support staff are always looking for ways to improve productivity. Better, faster, easier is the
mantra, and many turn to technology for solutions. Here are some tips and tools, as well as a few traps to avoid –
all designed to help in the productivity effort.
Free Bates-Stamping macro for WordPerfect Users
Bates-stamping is used in the legal and business fields to sequentially number or date/time-mark images as they
MCLE are scanned or processed (e.g., marking exhibits during the discovery stage of preparing for trial, or identifying
Barry MacDonell’s Toolbox for WordPerfect offers two free Bates- stamping macros for WordPerfect users
(versions 7 through 12). Bates numbering.wcm creates sequential, fixed-width Bates numbers (e.g., 00001) on
Program Database Avery® (or similar) labels or card stock. This macro can also Bates-stamp the numbers directly on pre-printed
forms, letters or legal documents or include them in an existing document. Bates-numbering for multi-page
documents.wcm creates sequential Bates numbers on each page of an existing multi-page document (or filled
sheet of labels) in any of 12 locations around the page.
Status Change Forms
Inactive Status These and many other WordPerfect macros and templates are available at no charge on MacDonnell’s site at
Form (PDF) http://home.earthlink.net/%7Ewptoolbox/Homepage.html.
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Printing a List of E-mails in Outlook 2000/XP/2003
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Want to print a list of e-mail messages in a folder rather than the actual messages themselves? When looking at
the message list, select File, Print, and choose Table Style. This will print a list of all the e-mails in your Inbox or
Forms (listing of PDFs)
folder, including the headings (Importance, Status, From, Subject, Received, etc.) By default, Outlook prints All
Rows, which means you will automatically get a list of all e-mails in your Inbox or folder. Note that you can also
Form A (PDF)
highlight specific messages and choose to print Only Selected Rows.
Saving Outlook 2002 E-Mail Messages to a Text File
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Want to save client e-mail messages to a text file you can read in Word or WordPerfect without opening them
Member Resources individually? In Outlook, go to the folder containing the messages you want to save and choose Select All or select
the individual messages you want to place in a text file. With the messages highlighted, choose File, Save As and
navigate to the location where you want to save the messages. Give the file a name, such as quot;Jones e-mail
messages.quot; quot;Jones e-mail messagesquot; will be saved as a text file that can be opened in Notepad, WordPad, Word,
or WordPerfect. If multiple messages are saved in this fashion, they will be consolidated into one file. This
Bar Leader Communicator maneuver should work in other versions of Outlook as well. If the File, Save As option is not available, select the
messages you wish to save, right click, choose Print, and check the Print to File checkbox before clicking OK.
Because you are quot;printingquot; to a file (a text file on your computer) and not physically printing the messages, this is
equivalent to the Save As approach.
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You Can Have quot;Reveal Codesquot; in Word
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Word’s Reveal Formatting (on the Format menu, click Reveal Formatting) allows users to determine the source of
Casemaker™ formatting, show formatting marks and change formatting properties. Unfortunately, Reveal Formatting does not
allow direct code editing – a sore point for former WordPerfect users who are accustomed to Reveal Codes. Now
there is a software plug-in from Levit & James, Inc. that lets you see all the formatting in Word, including tables,
sections, field codes, styles, paragraph settings and so on. CrossEyes v. 3.0.045 is $49.99 and is compatible with
Windows Me, Windows 2000 and Windows XP. Download CrossEyes from www.levitjames.com.
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User Guide (PDF) File Size for Attachments Does Matter:
How to Make Documents Scanned for E-mail Distribution Smaller
Casemaker™ EULA (PDF)
If you scan documents to e-mail as PDFs, be sure to change your scanner settings to facilitate the smallest
possible file size when sending your attachment. By default, most scanners are set for photos, not documents.
This can easily result in a one-megabyte PDF file – an attachment size that could easily be rejected by a client’s
Judicial Vacancies ISP or e-mail server. By changing your scanner’s color setting to black and white or grayscale and reducing the
default resolution by 100 dpi or more, the file size of your document can be reduced by 50-75 percent.
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Looking for a Cheap Alternative to
Outlook for Managing Your Calendar and Contacts?
OSB Events Try Chaos Software’s Time & Chaos v. 6 for $45 per user. The program can be run on your network (just install the
data file on your server) or on individual computers. Since the licensing is quot;per userquot; rather than quot;per computer,quot;
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there is no extra cost to load the program on both your office and home machines. Time & Chaos can handle
calendaring, task management and contact management. More than one user can be in the same calendar at the
same time, and each user can access any other calendar – depending on permission settings. Users can color
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code, delegate tasks and coordinate meetings by comparing free time on calendars. Time & Chaos can also
generate reports, and it syncs with Outlook, Pocket PC and Palm-based PDAs.
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Version 6 supports mail merging with Word 97 or higher. Users desiring WordPerfect support should use Version
5. For more information or a free 30-day trial, go to www. chaossoftware.com/. Requires Windows 98/2000/XP.
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Access Your PC From Home
Looking to access your office computer from home? You have several options. Remote Desktop on Windows XP
AAP/OLIO Registration allows access to a Windows session that is running on your computer when you are at another computer. This
means you can leave programs running at work and, when you get home, you can see your desktop at work
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displayed on your home computer, with the same programs running. When you connect to your computer at work,
Remote Desktop automatically locks that computer so no one else can access your applications and files. When
you return to the office, simply unlock your computer by typing CTRL+ALT+DEL.
To use Remote Desktop, you need the following:
A computer running Windows XP Professional (the remote computer) with a connection to a Local Area Network (LAN) or
Ethics Opinions Info A second computer (your home computer) with access to the LAN via a network connection, modem or Virtual Private
Ethics Opinions TOC Network (VPN) connection. This computer must have Remote Desktop Connection installed.
Appropriate user accounts and permissions.
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While Remote Desktop is free, there is a cost associated with setting up and maintaining the LAN or VPN
connection. The process is not for novices and requires proper configuration of firewalls and other appropriate
Committee Contacts Alternatively, several software programs allow you to access your computer remotely over the Internet without
using a LAN or a VPN. Four such products are: RemotePC from Pro Softnet (www.pro-softnet.com), LogMeInPro
(www.logmein.com), WebEx PCNow from WebEx Communications (http://pcnow.Webex. com/) or the popular
GoToMyPC from Citrix Online (www.gotomypc.com). LogMeIn.com and WebEx Communications offer a free
quot;basic servicequot; option. All four programs feature encrypted, secure communications, remote printing ability, sharing
Useful Links and transferring of files and wireless access for users who purchase a monthly or yearly service plan. Prices vary
but aren’t expensive – $9.95 per month and up.
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Create PDFs Directly in Word
WordPerfect has supported the ability to print directly to PDF for some time. Now that capability is coming to Word,
Excel, PowerPoint and other Microsoft products. Microsoft Office 12, which is now in beta testing, will support
LRAP Policies native PDF output. Word users will no longer need to use special plug-ins or PDF makers, such as Adobe Acrobat,
and Guidelines to create PDFs for electronic filing, e-mail attachments or document storage. Creating a PDF in Word will be as
simple as choosing File, Print (to PDF). If you’re a Word user, this is great news. Office 12 is due to be released
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later this year.
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